Archive Analysis document is initially required to be prepared in order to handle an enterprise archive. This analysis document should describe physical archive services and digitization processes and their results:
- Handling the documents in enterprise archive and retrieving their index information on the basis of File/Folder in line with storage plan and barcoding the documents ,
- Entering the shelf address and index information of the barcoded documents into Archive Management Software and reaching the original copy of the document from archive storage whenever requested,
- Sorting the documents required to be destructed and providing space-saving in storage.
In order to ensure the above-mentioned operations, the following are performed during the preliminary works:
- Identification of Document Types,
- Identification of Barcode Types,
- Identification of Index Areas.
The existing archive materials of an enterprise and organization are examined on the basis of file and document and hence the consumables necessary for the enterprise-wide information sources, annual document generation and filing-storing requirements are determined.
For developing archive systematics, all functions of an enterprise as well as the relations between these functions are defined. The infrastructure of archive systematics is prepared by having meetings with the current units to learn what types of documents they generate, what criteria they want to use to reach documents and how long they want to store these documents.
File Classification Plans
The generated documents should be preserved in order to be re-used when necessary. A dynamic classification system should be developed in accordance with the enterprise structure to allow for reaching the produced documents effectively and efficiently when it is necessary to re-use them. Via inventory studies, the functions and unit relations of an enterprise are found out and hence an efficient File Classification Plan and Filing Regulations are drawn up.
Storage Plans and Destruction Operations
One of the most important factors that keep archives dynamic is sorting and destructing operations. These operations are required to be performed in order to avoid storing unnecessary documents, eliminate shortage of space and disorder and prevent work loss in archives.
Document Storage Plan and Regulations should be drawn up to perform the sorting and destructing operations regularly. Preparation of storage plan and regular performance of sorting and destruction operations allow for continuous renewal of archive, destruction of the documents which aren’t necessary to be stored and hence obtaining savings in terms of space, time and consumables.
Archive Guidelines, File Classification Plan and Filing Guidelines as well as Document Storage Plan are drawn up with the purpose of ensuring standardization of archive operations and establish a legal foundation for such operations.
- Document security,
- Minimization of the damage to be caused by the factors such as sunlight, humidity, heat, dust etc. and microorganisms and pests on documents,
- Accessibility of the documents searched,
- Labor and time saving,
- Minimization of space losses by sorting the materials which aren’t archival documents and the documents to be destructed,
- Decrease of the need for new archive storages.
Advantages of Barcoding System
- The physical location information of the documents in archive storages is found by learning to what unit the related documents belong through barcode reading,
- Everyone can search, report and have usage copies of the documents under his/her authority.
- Individual barcoding accelerates the document borrow/return operations and ensures direct connection to the system.
- While the returned documents are being put into their places, their barcodes are red and they are automatically dropped from the return list.
- Since the destruction operation is performed on the basis of document-barcode, it is safer.
- Barcode demonstrates that the related document is recorded in archive.